Privacy Policy Location Routes Management Ltd Effective Date: 3 February 2026
Company Details Location Routes Management Ltd (Company No. 13916012) Registered Address: International House, 126 Colmore Row, Birmingham, B3 3AP Email: [email protected] Phone: 020 4524 6399
This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you interact with our website (locationroutesfilm.agency), submit locations, make referrals, enquire about services, book kit hire/traffic management/training, join the Green Room, or otherwise engage with Location Routes Management Ltd (“we”, “us”, “our”).
We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR), Data Protection Act 2018, and related laws. This policy updates the previous version (effective 28 October 2025) with minor clarifications for readability, expanded details on crew/Green Room data, and alignment with current ICO guidance on transparency for location/contact data processing.
1. What Personal Data We Collect
We collect only the data necessary for our services:
From location owners/representatives:
- Name, email, phone, contact preferences
- Property address/ownership details
- Bank/payment details (for payouts)
- Photos, descriptions, facilities info (e.g., power, toilets)
- Consent records and visibility preferences
From scouts/partners/referrers:
- Name, contact details
- Referral info (code, timestamp, location referred)
- Payment details for referral fees
From crew/talent (Green Room members):
- Name, email, phone, professional details (e.g., department, credits)
- Profile/portfolio links (if uploaded)
- Membership payment records
From clients/productions:
- Company/contact name, email, phone
- Booking/payment details
From website visitors:
- IP address, browser/device info, pages visited
- Cookie/analytics data (see Cookie Policy)
- Enquiry form submissions
We do not collect sensitive/special category data (e.g., health, ethnicity) unless directly relevant (e.g., disability adjustments in training/events, processed lawfully).
2. How We Use Your Data
We use data for:
- Onboarding/managing locations, referrals, bookings, kit hire, traffic services
- Facilitating crew connections (Green Room listings, job alerts)
- Processing payments/commissions/referral fees
- Communicating (enquiries, confirmations, updates, invoices)
- Promoting locations/crew (with consent, e.g., website/social media)
- Improving services (anonymous analytics)
- Complying with legal/tax obligations (e.g., HMRC records)
3. Lawful Bases for Processing (UK GDPR)
We rely on:
- Consent — For marketing promotions, location/crew visibility on public channels, non-essential cookies. You can withdraw anytime.
- Contract — To perform services (e.g., bookings, hires, memberships, referrals).
- Legal obligation — Tax/accounting, insurance claims, regulatory compliance.
- Legitimate interests — Business operations (e.g., fraud prevention, service improvement, referral tracking) — balanced via assessments against your rights.
We do not rely on legitimate interests for sensitive data or automated decisions with legal effects.
4. Sharing Your Data
We share only as necessary:
- With production companies/clients booking locations/crew/kit/traffic
- Payment processors/accountants
- Referral partners (for fee verification)
- Authorities (e.g., HMRC, police, ICO) if legally required
- External advisors (e.g., solicitors, insurers) under confidentiality
We do not sell data or share for marketing without consent. International transfers (if any) use UK-approved mechanisms (e.g., adequacy decisions, IDTA).
5. Data Retention
We keep data only as long as needed:
- Active locations/crew profiles: While listed/registered (you can request removal).
- Financial/booking records: 6 years (tax/insurance requirements).
- Referral/enquiry data: 3 years or until resolved.
- Analytics: Anonymised, up to 2 years.
You can request deletion earlier (subject to obligations).
6. Your Rights (UK GDPR)
You have the right to:
- Access your data
- Rectify inaccuracies
- Erase data (right to be forgotten)
- Restrict processing
- Object (e.g., to legitimate interests/marketing)
- Data portability
- Withdraw consent
Requests: Email [email protected]. We respond within 1 month (free unless excessive). Complain to ICO (ico.org.uk) if unsatisfied.
7. Cookies and Analytics
We use cookies for essential functions, preferences, and anonymous analytics. Manage via our banner/settings. See our separate Cookie Policy for details.
8. Security
We use technical/organisational measures (e.g., encryption, access controls) to protect data. We report breaches to ICO where required.
9. Children
Our services are not directed at children under 16. We do not knowingly collect data from children without parental consent.
10. Changes to This Policy
We may update this policy. Changes posted here with new effective date. Continued use constitutes acceptance.
11. Contact
For questions, rights requests, or complaints: [email protected] 020 4524 6399
This policy is reviewed annually or after material changes. Last updated: 3 February 2026.